This represents any IC within NIH.

Annual Ethics Training

New Employee Ethics Orientation

HR Classification and Recruitment Document System – The Human Resources Classification and Recruitment Documents System (HR CARDS) is NIH’s web-based library that contains standard classified Position Descriptions (PI) and associated classification and recruitment documents. HR CARDS is instrumental in aiding HR specialists, administrative personnel and managers to recruit top-notch talent by standardizing, streamlining, and expediting the classification and recruitment process. The use of HR CARDS is a key factor for meeting the 80-day hiring reform model as instructed by President Obama’s May 11, 2010 memorandum, Improving the Federal Recruitment and Hiring Process because it reduces the length of time it takes an HR specialist to post a job vacancy announcement. Allows searching of documents by Pay Plan, Series, Grade, position title. Document are position descriptions, Job analyses and Assessment

System link - http://hrcards.NIH.gov/

The ITAS (ITAS) - is an automated timekeeping by exception system. ITAS records employees’ work schedules, Voluntary Leave/Voluntary Leave Transfer CAA hours, Telework requests and all leave requests for NIH staff. As an employee, you can Sign In and Out (if required,) Verify your timecard (if required) at the end of each pay period, and request all leave categories. If you are eligible for Telework, you can request a non-scheduled Telework day, or change your regular Telework schedule. As a Timekeeper or Administrative Officer in ITAS, you can act on behalf of an employee and create leave requests, update profiles, add premium pay to timecards, process other actions and download reports, appropriate to your access.

Link - https://hr.OD.NIH.gov/hrsystems/benefits/ITAS/default.htm

Owner - NIH

SMARTHR – increases efficiency in the use of NIH resources and automates specialized reporting tasks performed by OHR. SMARTHR also provides the unique ability to bridge reporting gaps across multiple Human Resource (HR) and non-HR systems. By linking disparate data-sources, SMARTHR promotes a more complete assessment of the organization and human capital topics, while facilitating on-demand business intelligence to OHR and IC customers alike. managed by OHR HR Systems Support Helpdesk

Sources

1. nVision – 3Rs Dashboard. Biweekly refreash
2. NIH CAPHR, NVision, BIIS – Awards Dashboard. Biweekly refreash
3. Survey Gizmo, nVision – Exit Survey. Biweekly refreash
4. Survey Gizmo – HRSS Survey. Quarterly refreash
5. nVision – PMAP data call. Annually refreash
6. nVision – Workforce Analytics planning. Biweekly refreash

WiTS(WiTS) – Standard way to submit, track and RePORT on HR and Hr-realted activites via optimized business processes via automated workflows

Variety of Processes, reports, dashboards and interfaces. https://hr.OD.NIH.gov/hrsystems/staffing/WiTS/default.htm

Owner - NIH

Human Resources Database(HRDB) – is an NIH system containing employee master recordes, personnel actions, lookup tables, payroll information. Updated every two weeks.

FPS II(FPS II) - contains information for non-FTE fellows including

Fogarty Visiting Fellows(Sunapsis) – contains info on foreign fellows, country origin, and visa expiration

NEES has no direct connection to EMIS. In the future, NEES is planned to have direct connection to EMIS in possibly 2020 or 2021.

07/15/2019 interview with Michael Guimond at NIH campus, building 31, 2C19

The NIH Ethics Management Information System (EMIS) is used by the NIH Ethics Community to track all ethics actions and to provide a means to RePORT on the data.

https://ethics.OD.NIH.gov/EMIS2/EMIS2-Help.htm

EMIS is built on .net 2.5, but has been compiled using .net 4.0

A rewrite of EMIS is targeted for 2010 or 2021 written in .net Core

https://ethics.OD.NIH.gov/procedures.htm

The HHS Performance Management Appraisal CAA (PMAP) runs on a calendar year cycle and is applicable to all General Schedule (GS), Wage Grade (WG, WL, WS), Senior Biomedical Research Service (SBRS), and Title 42 209(f) and Title-42 209(g) employees who are not covered under the HHS Executive Performance Management System (EPMS) - which runs on a FY.

The HHS PMAP policy is one component of the on-going process of performance management, which also includes frequent informal feedback, recognition and awards, coaching, skills development, and appropriate corrective action.

The NED Portal/NED (NED) - is a centrally coordinated, electronic directory containing identity, contact, and organizational information for all members of the NIH workforce and non-NIH staff using NIH services and facilities. NEDWeb is the custom data content and process management Application used by NIH administrative personnel for adding new people to NED, updating existing records, transferring people between ICs, and deactivating people when they leave NIH. NEDWeb is also used for authorizing NIH "services" such as ID badges, Library privileges, Active Directory accounts, Exchange mailboxes, VPN Remote access, parking permits, and listing in the NIH Telephone and Services Directory. NEDWeb provides the following features and capabilities:

• Work flow

• Scheduled tasks (e.g., the ability to schedule registrations, updates, etc., to occur on a future date)

• Event driven e-mail Notification

• Ability to save tasks for completion at a later time

• Reporting capabilities

• Business process integration with NIH and HHS systems (e.g., HHS Identity Management System, Background Investigation System) to support the HSPD-12 Personal Identity Verification process

• User Administration

This document provides detailed information on the use of NEDWeb and is intended to serve as a reference guide for system users.  Please direct comments or suggestions to ned@mail.NIH.gov.

System link - https://nedportal.NIH.gov/ProcessPortal/dashboards/NED/PIV+NED+Welcome+CS/NED_03_10_2017?isScoreboard=false 

NED Portal - Allows updating of Employee updating of NED records.

Owner - NIH

System Link - https://nedportal.NIH.gov/ProcessPortal/dashboards/NED/PIV+NED+Welcome+CS/NED_03_10_2017?isScoreboard=false

NIHStaff Directory - Search page for NED. This is a duplicate of NED, It is being left on the diagram because some users may know NED as NIH Staff Directory. For more information see NED.

Owner - NIH

System Link - https://ned.NIH.gov/search/

TechTracS - no info

Not sure if hosted by NIH

OFM Royaltiy - no info

Not sure if hosted by NIH

Privacy Act System of Record Notices

NIH Policy Manual -

Personal Profile – central repository of information on all Commons registered users. This profile information is then integrated throughout eRA’s systems and used for a variety of agency business such as Peer Review, Application data and trainee data.

System link - https://eRA.NIH.gov/services_for_applicants/apply/personal_profile.cfm

OLTP (OLTP) - OLTP database contains the most up-to-date information and is focused on data input and business process support

System link - https://inside.eRA.NIH.gov/technical/index.htm has lots of tech info like schemas ect…

Institution Profile – An Application used to maintain institutional profiles of organization involved in research projects that are external to NIH. User groups may include Recipient sponsor or contractor organization that participate in extramural programs.

System link - https://eRA.NIH.gov/services_for_applicants/apply/institutional_profile.cfm

IMPAC II Reporting database(IDRB) - is designed for querying and reporting as a decision support system. Users have no capability to change the data. IRDB will load data from the OLTP (On-Line Transaction and Processing) database which has no constraints and few foreign keys. The database design is de-normalized to facilitate data retrieval based on user query requests.

RPPR(RPPR) – Reports are required annually to document Recipient accomplishments and compliance with therms of aard. They describe scientific progress, identify significant changes, RePORT on personnel, and describe plans for the subsequent Budget Period or year. The OM and Budget (OMB) has mandated that federal agencies implement a federal-wide RPPR (RPPR) for submission of required annual or other interim performance reporting on Grant and Cooperative Agreement awards to standardize Recipient reporting on federally –funded research projects.

LikeThis – Search tool to aid PIsSOs in finding and learning about other research projects that have similar goals and objectives as their own. By entering specific scientific terms or accessing their own Grant Application or Grant and clicking on LikeThis, investigators will be provided a listing of similar funded projects and/or publications.

System link - https://eRA.NIH.gov/services_for_applicants/like_this/LikeThis.cfm

Provides HR information for NIH and OHR staff that is accessible by NIH single-sign-on. Sections may include awards, employee relations, labor relations, HR systems, and more.

Administrative Database(ADB) - Legacy NIH admin system

Central accounting System(CAS) – Legacy NIH accounting

QVR – Grant

Financial Conflict of Interest(FCOI) – Allows institutional users to manage the Financial Conflict of Interest reporting process for their particular institution by reporting the existence of any identified FCOI to the granting agency as required by the federal Grant and Cooperative Agreement regulation (42 CFR Part 50 Subpart F). Accessed from Commons as part of eEA Commons.

System link - https://eRA.NIH.gov/services_for_applicants/other/fcoi.cfm

xTrain – Application that allows CAA directors/principal investigators, university administrators, and trainees electronically prepare and submit PHS 2271 Statement of Appointment Forms and PHS416 -7 Termination Notices associated with institutional research training Grant, institutional career development awards, individual fellowships and research education awards. Also used to review and process the appointments and termination notices that are submitted electronically.

System links - https://eRA.NIH.gov/services_for_applicants/other/xTrain.cfm

eRA Commons - is an online interface where signing officials, principal investigators, trainees and post-DOC at institutes /organizations can access and share administrative information relating to research Grant. Can track the Status of gran Application through submission process, view Summary Statement anscore letters, view notice oof Award, submit JIT information requested by the grantor agency, Submit the required DOC, financial ect, Submit a no cost extension Notification , submit annual progress RePORT electronically, Look for no cometing Grant progress RePORT instructions

PI/Application USAGE NOTE- eRA Commons – Grant applicants now have access to their Application scores and Summary Statement.

eRA Web Services – set of Web Services for system to system communication/data transfer, querying

User guide - https://Grant.NIH.gov/Grant/electronicreceipt/files/S2S_Web_Services_Guide.pdf

Transaction guide - https://Grant.NIH.gov/Grant/electronicreceipt/files/S2Sclient_Transactions_Guide.pdf

IMS(IMS) – The system enables Recipient to RePORT and update data on inclusion of women and minorities in clinical research and for grantor agency staff to monitor and manage the inclusion data.

System link - https://eRA.NIH.gov/NIH_and_grantor_agencies/other/IMS.cfm

Application Submission System & Interface for Submission Tracking(ASSIST) - NIH’s online system for the preparation, submission and tracking of rant Application through Grants.gov to NIH.Not required may just use Grants.gov. Allows for collaboration, Pre-submission validation, Pre-population of data from eRA Commons, Pre-submission preview of Application in NIH format, Submission Status checking for both Grant. Gov and eRA Commons, ability to import sub Award Budget data from external sources, Ability to copy Application data from one announcement to another. Profiles

Owned by NIH

SBIR and STTR use is for Small Business submissions

Feeds - Grants.gov

Sources - eRA Commons, Grants.gov

User Guides - https://eRA.NIH.gov/files/ASSIST_user_guide.pdf

Status – in an interface in eRA Commons that allows project directors/principal investigators and signing officials to track the Status of Grant Application through the submission process view all Application as well as notice of awards and other key document and perform several post-submission and post Award transactions.

System link - https://eRA.NIH.gov/services_for_applicants/Application_tracking_and_Award/Status.cfm

Interagency Edison (iEdison) – allows government Recipient and contractors to RePORT government-funded subject inventions patents, and utilization data via the web to the government agency that issued the funding Award. More than 30 U.S. federal funding agency offices use iEdison consistent wit the Bayh-Dole Act, its implementing regulations, and agency policies.

System link - https://eRA.NIH.gov/iedison/about.htm

JIT – JIT allows applicants and signing officials to submit certain elements of a competing Application at a later date in the Application process – after the Peer Review and as the Application is being considered for funding. This includes information on IRB approval on the use of human subjects approval, verification of IACUC’s approval of the proposed us of live vertebrate animal, etc. The Application must meet certain business criteria and have achieved a certain Score to be considered. Application should only submit JIT information when it is requested by the grantor agency.

System link - https://eRA.NIH.gov/services_for_applicants/Application_tracking_and_Award/just_in_time.cfm

xTRACT(xTRACT) – Allows Application, Recipient and assistants to create research training tables for progress reports and institutional training Grant Application. Initially, xTRACT supports the following training Grant Award mechanisms: T#@, TL1, T90/R90, and T15 for both progress reports and Grant Application.

System link - https://eRA.NIH.gov/services_for_applicants/other/xTRACT.cfm

IAR(IAR) – Web-based system used in tandem wit the Peer Review module to expedite the Peer Review of Grant Application. It provides a standard process for reviewers to submit critiques, preliminary scores and final scores and to view Grant Application and related meeting materials via the eRA Commons. The IAR module is used during the pre-Award phase of the Application process. IAR allows one-click email capability between the SRO and reviewer.

System Link - https://eRA.NIH.gov/NIH_and_grantor_agencies/review_and_decision_making/internet_assisted_review.cfmResearch

eRA(eRA) – Serves Application and the Extramural Research community. IT infrastructure to manage the receipt, processing ,review Award and Monitoring of research and non-research Grant. Supports the full life cycle of Grant administration. Also support other gov agency. eRA systems, including eRA Commons, ASSIST and IMPAC II modules. eRA integrates systems, including eRA Commons, ASSIST and IMPAC II modules

User guides DOC - https://eRA.NIH.gov/modules_user-guides_documentation.cfm

Frequently asked question - https://eRA.NIH.gov/commons/faq_commons.cfm#I1

QlikView – COTs Application for business intelligence, data discovery and dashboards. IC-led effort to provide dynamic reporting of enterprise and IC-owned data that complements the suite of reporting tools already provided by nVision Data Warehouse and QVR. Can use data from ODBC(oracle,db2 sql server, access), QVDS,Excel, ACCESS, XML

Sources

1. IRDB – Grant
2. nVision - HR Data
3. nSIGHT HR
4. Edie
5. Sofie - HR Data
6. NED -
7. K2 - HR Data

CTPS(CTPS) – Collects and consolidates NCI’s planned conference travel and identifies conference attendees exceeding thresholds set by HHS/NIH

Admin Budget Info System

Self Service Store

Loan Repayment CAA

1.1.1.1        Contracts and Simplified Acquisitions  

1.1.1.1.1       Contracts/Simplified Acquisitions Solution Overview  

Simplified Acquisitions solution supports acquisitions using the methods prescribed in Part 13 of the Federal Acquisition Regulations (FAR) for the acquisition of supplies and services, including construction, research and development, and commercial items, the aggregate amount of which does not exceed the simplified acquisition threshold.

Simplified Acquisitions are generally under $150,000 except for condition specified under FAR 2.101. Use of a NIH Purchase Card is encouraged for acquisitions under $3,000. Simplified Acquisition solution deals with lower dollar value but high volumes of purchase transactions for NIH. Contracts solution supports all other acquisitions.

The following figure provides a high‑level overview of the Contracts and Simplified Acquisitions systems flow.

Figure 7  : NBS Contracts and Simplified Acquisitions System Flow

Please see Appendix B for illustrations of the following Contracts and Simplified Acquisition process flows.  

                ·         P-Card Approval and Reconciliation process

                ·         Contract Pre-Award Process Flow

                ·         Contract Award Process Flow

                ·         Contract Payment Process Flow

                ·         Modify/Administer Contract Process Flow

                ·         Contract Close Out Process

1.1.1.1.2       Application and modules used  

                ·         Oracle E-Business R12.2

§   Oracle iProcurement

§   Oracle iSupplier

§   Oracle Purchasing

§   Oracle Payables

§   Oracle Receivables

§   Oracle Sub-Ledger Accounting Engine

§   Oracle General Ledger

                ·         Sunflower Systems

                ·         Compusearch PRISM

                ·         P-Card

1.1.1.1.3       Interface details  

                ·         Oracle Compusearch Interface (OCI) between Oracle Purchasing and Compusearch PRISM

                ·         DHHS PMS interface

                ·         DCIS/FPDS-NG interface

                ·         FedBizOpps interface (Not Setup. Part of PRISM 7.2 Implementation)

                ·         POTS/AMBIS web services interface

                ·         JPMorgan PCards Daily Transactions Interface

1.1.1.1.4       Reports  

                ·         Most of the reporting is done through nVision

                ·         NIH Business System Acquisition document mapping search (HTML) and iSupplier reporting are performed through NBS

1.1.1.1.5       Security framework  

iSupplier is an Internet-facing Application. Web tier for iSupplier is hosted in a separate DMZ. Remaining modules and Application use the standard security framework at NBS.

This process is called the Budget Authority Process. The following figure provides a high‑level overview of the process.

Funds checking will occur at the Allowance level that is currently defined as I/E/R, yet can be redefined in the future to move mechanism from the operating Budget level to the allowance level.

Figure 5  : Budget Authority Process

NIH budgets are uploaded into NBS and managed. The following figure provides a high‑level overview of the Budget upload process:

Figure 6  : Budget Upload Process

1.1.1.1.1       Budget Application and modules used  

                ·         Oracle FedAdmin module is used in NBS for budgeting

                ·         CANs are created and maintained using Oracle Projects

1.1.1.1.2       Budget interface details  

                ·         There are no interfaces for budgeting

                ·         Users upload budgets using Budget spreadsheets; nightly job uploads Budget transactions (journals) to Oracle General Ledger; funds are available once the journals are posted

1.1.1.1.3       Budget Reports  

                ·         Reports are primarily run out of nVision

                ·         Following reports are run from NBS:

                ·         NIHFV Budget check RePORT

                ·         NIHMM budgetary chart of accounts

1.1.1.1.4       Budget security framework  

                ·         No special security framework other than the standard security features used by NBS

1.1.1.1        Finance  

1.1.1.1.1       Finance Solution Overview  

The finance solution covers the following areas:

                ·         Accounts Payable (AP)

                ·         Accounts Receivable (AR)

                ·         General Ledger (GL)

These areas are not stand-alone solutions. They tightly integrate with other solution areas to provide AP, AR, and GL functionality. Please see Appendix B for illustrations of the following Finance Processes:

                ·         AP Suppliers Process

                ·         Vendor/Invoice/Payment Summary Process

                ·         Acquisition to Oracle Fed Admin/GL Process

                ·         Commercial Accounts to Oracle Fed Admin/GL Process

                ·         Property Management to Oracle GL Process

                ·         Travel Management to Oracle Fed Admin/GL Process

1.1.1.1.2       Application and modules used  

                ·         Oracle E-Business R12.2

§   Oracle Accounts Payables

§   Oracle Accounts Receivables

§   Oracle Sub-Ledger Accounting Engine

§   Oracle Financial Accounting Hub

§   Oracle General Ledger

§   Oracle iSupplier

§   Oracle iProcurement

§   Oracle Inventory

§   Oracle Order Management

§   Oracle Warehouse Management

§   Oracle Human Resource

§   Oracle Project Accounting

§   Oracle Federal Financials

                ·         Kofax MarkView

                ·         Compusearch PRISM

                ·         Sunflower Systems

                ·         NBS Custom Application

1.1.1.1.3       Interface details  

                ·         PMS (PMS) – Letter Of Credit (LOC) and Grant

                ·         Undergraduate Scholarship CAA (UGSP) – Third party payment process, Miscellaneous Obligations, Vendor requests

                ·         CGE – Sponsor travel

                ·         Patient Travel Module (PTM) (Internal to NBS) – Patient travel

                ·         Loan Repayment CAA (LRP) – Purchase orders and invoices

1.1.1.1.4       Reports

                ·         Reports are run using nVision

1.1.1.1.5       Security framework

                ·         No special security framework other than the standard security features used by NBS

1.1.1.2        Projects  

1.1.1.2.1       Projects Solution Overview

At NIH, NBS is the source system for new projects and CANs. New projects and CANs are setup and maintained in NBS using the Oracle Project Accounting module. Please see Appendix B for overview illustrations of the creation and inactivation process for CANs and Projects.

                ·         Inter-Agency Agreements (IAA) Process – Implements US Treasury Financial Management Line of Business (FMLOB) standards for Reimbursable Agreements (RA). This solution implements Budget and accounting aspects of the Treasury guidance for reimbursable agreement standard business process.

1.1.1.2.2       Application and modules used

                ·         Oracle E-Business R12.2

§   Oracle Project Accounting

1.1.1.2.3       Reports

                ·         No special security framework other than the standard security features used by NBS

1.1.1.2.4       Security framework

No special security framework other than the standard security features used by NBS

1.1.1.1        Travel  

1.1.1.1.1       NIH Business System Travel Management solution

CGE Module

Concur Travel system (Now SAP) is an integrated travel and expense management system. United States General Services Administration (GSA) selected the Concur Travel system for managing online bookings, travel authorizations, and vouchers for all federal agencies.

Concur’s CGE travel module will be the access point for the travel transactions that have financial implications. The transactions will be entered in CGE and then the financial data must be passed to the NBS financial system.

The NBS-CGE solution includes the use of existing Oracle open interfaces and Application CAA interfaces (APIs) to interface CGE’s accounting transactions with NBS. Web services will be used to communicate between CGE and NBS. Some of the services will be real-time and others will be near real-time.

The overview diagram below displays the different interface points between NBS and CGE.

Figure 8  : NBS-CGE Interface Overview

Patient Travel Module

The Patient Travel Module (PTM) is used for patient travel. This system uses a web-based user interface as the access point for patient travel transactions. Oracle financial Application uses web services to interface with these transactions. PTM reuses the CGE-NBS web services interface. Additional web services are used to meet PTM specific requirements. The following figure shows the high‑level Patient Travel Document process flow.

Figure 9  : High‑level Patient Travel Document Process Flow

1.1.1.1.2       Application and modules used

                ·         TIBCO Web Service

§   CGE Interface

§   PTM Interface

                ·         Oracle E-Business R12.2

§   Oracle Accounts Payables

§   Oracle Accounts Receivables

§   Oracle Financial Accounting Hub

§   Oracle Purchasing

1.1.1.1.3       Interface details

                ·         Travel interface between CGE and NBS uses web service for interfacing multiple transactions: mainly obligations, prepayments, final payments, and General Ledger related transactions

                ·         Traveler profile interface (NBS to CGE)

                ·         HR Organization interface (NBS to CGE)

                ·         CAN interface to NBS Oracle Projects

1.1.1.1.4       Reports

                ·         Reporting is performed through nVision

1.1.1.1.5       Security framework

                ·         The Oracle Application modules and PTM web Application use NBS standard security framework

                ·         Web services use NIH standard web services security framework

1.1.1.1        Property  

1.1.1.1.1       Overview  

NIH manages their property via a module called Sunflower Assets. It is one of the components of the NBS. Information from other NBS modules transfers to the NBS Property System and information from the NBS Property System then transfers to other NBS modules.

NIH uses NBS Property System to add property assets for management. The system maintains the Property records from acquisition to disposal and creates a history of all changes, updates, and movement of property throughout its life at NIH.

Figure 2  : Property Management Process

1.1.1.1.2       Life Cycle  

The property management cycle has four parts: planning, acquisition, management, and disposal.   

Planning

When planning which items are needed at NIH, all requirements and needs are evaluated. In addition, checking the mandatory sources is the R29 step when considering any new property items. Mandatory sources may be the NIH excess property at the GDC warehouse, other Federal Government agencies, or some other specified sources including External websites.

Acquisition

The Purchasing Officer (PO) creates a request for purchase based on information received from requestor in the POTS (POTS), or AMBIS for NIAID, or directly into NBS iProcurement System in compliance with NIH policies and procedures. NIH property may be acquired through new Procurement, manufacturing, fabrication, or assembly by NIH, or by transfer from another activity, gift funds, or donation. Regardless of the method of acquisition, it is all United States Government property.

When using a Purchase Card (Pcard) to purchase property, the entry of the Pcard log triggers data to enter the property system. The acquisition cycle ends with the receipt of property.

Management

Most NIH property is directly delivered to the end user’s IC. Receiving means the item is within the custody of the NIH and does not indicate payment. Receiving can also occur when the item is still at the manufacturer, but the NIH is responsible for shipping when the order is marked FOB Origin. The management portion begins when the NBS Property System receives and documents the receipt of property.

When property meets the requirements for control and recordkeeping, the receiving information passes from the Procurement system(s) to the property and financial management systems. Information from the electronic receiving process becomes the initial property and financial management record. As such, electronic, not physical, receiving serves as the driver for several important administrative functions.

Electronic receiving and records management occurs online in the NBS Architecture. The physical receipt of property and delivery to the user occurs as an offline activity.

After the property is entered into the NBS Property System, the Property Custodial Officers (PCO) may perform other management activities against the recorded asset. This includes issuing of passes or loan, transferring of an asset to another accountable user or another PCO, custodian code, warranty replacement and/or  trade-in of old asset for a new asset.

The Property Custodial Officer (PCO) is responsible for all property until relieved through a documented transfer of property to a user who is accountable or Disposal of property. The Property Custodial Officer (PCO) responsible for the custodial Account accomplishes this by completing the Decal Worksheet and assigning the accountable-user.

Disposal

Accountable user notifies the Property Custodial Officer (PCO) about the need to excess a piece of personal property. The PCO determines the need and initiate the process for disposal of property through NBS Property System. Disposal information request sent to ICPAO and forwarded to PMB/Property Reutilization & Disposal Section (PRDS) at the NIH GDC excess warehouse.

The following figure provides a high‑level overview of the Property Management process.

1.1.1.1.3       Sunflower integration

Sunflower integration with NBS can be found below:

Figure 3  NBS Sunflower Integration

Application and modules used  

                ·         Sunflower Assets

                ·         Sunflower Mobile

                ·         Oracle E-Business R12.2

§   Oracle iProcurement

§   Oracle Purchasing

§   Oracle General Ledger

§   Oracle Financial Accounting Hub

                ·         NYT (External)

                ·         nVision Data Warehouse (External)

1.1.1.1.4       Interface Details

In addition to the interfaces in the following figure, once each year the New Year Tech (NYT) interface transfers location catalog details to Sunflower as part of the physical inventory. GDIT owns the NYT system.

Figure 4  : Acquisition to Property Interfaces

1.1.1.1.5       Reports  

                ·         Standard out-of-box reports from Sunflower and custom reports from nVision are used

1.1.1.1.6       Security framework  

                ·         Uses standard security features of Sunflower

1.1.1.1        Supply  

1.1.1.1.1       Overview  

Supply is defined as NIH inventory that has been purchased from outside vendors for the purposes of convenience for the IC’s internal usage. NIH Inventory consists of approx. 2,000 items in total. The items are generally classified as NIH Stock Item, General Chemical, Hazardous Material, and Gas Cylinders. The NIH Supply Business R15 is managed via multiple Oracle E-Business Suite family of Application. It is one of the components of the NBS (NBS). NBS has following inventory organizations setup in Oracle E-Business.

             a.           NIH – NIH Item Master. Solely a reference organization.

             b.           GDC – Gaither Distribution Center (WMS Enabled).

              c.           SSS – Self Service Stores (WMS Enabled).

             d.           NES – New Equipment Sales (WMS Enabled).

             e.           SSO – Shared Service Organization (WMS Enabled).

               f.           PAM – Parts and Materials.

             g.           ORF – Office of Research Facilities.

1.1.1.1.2       Life Cycle  

Supply management cycle has four parts: inventory planning, acquisition, order management, and replenishment.

Inventory Planning

When planning on which items are needed at NIH, all requirements and needs must be evaluated. This consists in analyzing demand and deciding when to order and how much to order new inventories.

Acquisition

The acquisition cycle begins with either an Internal Requisition or External Requisition and ends with the receipt of inventory.

Order Management

Electronic receiving and records management occurs online in the NBS Systems via Order Management. The physical receipt of inventory and delivery to the user occurs offline. The order management portion ends with shipping the inventory.

Replenishment

The (inventory) replenishment is an operation that consists in making the stock full again in order to avoid stock-out. Commonly based on predetermined minimum/maximum inventory stock levels. That overall process, and its accounting, covers: min/max replenishment requisitions from suppliers; inventory receipts generated in Oracle Inventory and WMS; and the proprietary accounting for issues in Oracle Inventory, Order Management, and WMS.

                ·         NIH Supply Center(GDC)-Order to Fulfill

                ·         NON-NIH Supply Center(NON-GDC) Order to Fulfill

                ·         Planning and Re-Order

                ·         Self Service Store: Customer Order to Issue and SSS Reorder

1.1.1.1.3       Application and modules used  

                ·         Oracle E-Business R12.2

§   Oracle Inventory

§   Oracle Internet Procurement

§   Oracle Order Management

§   Oracle Warehouse Management

§   Oracle Mobile Supply Chain

                ·         Compusearch PRISM

                ·         Loftware

1.1.1.1.4       Supply interface details  

Self Service Store use AS400 based Point Of Sales system. NBS interfaces with this system.

1.1.1.1.5       Supply reports  

                ·         Financial Reports are primarily run out of nVision.

                ·         Min/Max reports are run from NBS 

                ·         Inventory reports are run form NBS (backorder, on-hand quantity, etc.)

1.1.1.1.6       Supply security framework  

                ·         Standard security features used by NBS except for the integration with Loftware hand-held devices

 NBS is an integrated acquisition, logistics, travel and core financial management system that combines NIH administrative processes and financial information under one centralized component. The scope of the NBS includes the following business or "functional" areas: Financial Management, Property Management, Accounts Payable, Acquisition, Service and Supply Funds Operations, Supply Management, and Travel Management.

Contains

1099/1042 Forms Data

Contains

Grant Expenditure Adv. Payments & Accruals

Contains

Trans & Demo

Contains:

Award data > 10K

>10K Cons Contr

Contains

Sales/Returns

Item/Price/Qty

UF

e-HARTS (e-HARTS) – Assists the National Institutes of Health (NIH) in the management of the Employee Recognition and Awards CAA, including Award calls, Award nominations, Award candidate rankings, Award ceremony planning including seating arrangements, brochure management, email management, label (name badges) creation/management, congratulatory emails, and other documentation and procedures associated with the processing of awards and nominations

nVision Travel – Captures data for NIH staff travel and provides reports and dashboards.

Reports

1. How many people are on travel
2. Total spending for travel
3. How many authorizations are awaiting and nearing the trip date.
4. Have sponsors reimbursed the amount they owe the traveler.

Sources – not listed directly had to pull from reading.

NBS, CGE, NED, ITAS, Fellows??, BIIS??

Notes - CGE, Fellows and BIIS not linked yet

nVisions Technology transfer – Supports technology transfer reporting needs on inventions, licenses and patents. Intended for Technology Development Coordinators (TDC) and Budget Officers. Tracks invention history (Status of patents and licenses), Monitors progress of invention through the license and patent process, Identifies maintenance payment schedules for a specific ICs patents.

Reports

1. Technology Reports – information on inventions, inventors, licenses and patents. Patent cost, invention family, inventor’s portfolio and license life cycle.
2. CRADA reports – Cooperative Research and Development Agreements(CRADAs) invention lifecycle, CRADA amendment and CRADA investigator.
3. Royalty Reports – Royalty income and disbursements and comparison between royalty income and invention costs.

Sources

TechTracS - Not sure if hosted by NIH

OFM Royalty System - Not sure if hosted by NIH

nVision Property – Used to track and monitor decaled and un-decaled property, research decal numbers, monitor loans and passes and manage disposal of assets. Pre-defined and adhoc reporting.

Reports

1. Property Reutilization
2. Property awaiting decal
3. Property on loan and who borrowed
4. Property that has been transformed to another org
5. List of property manufactures and disposed of property.
6. Property that was received but not decaled, general property details, life cycle history.
7. Analyize purchase order line items.

Sources

NBS Sunflower. Updated nightly.

nVision HR – Consolidated and integrated HR reporting. Facilitates data driven decision making. Create and share customized reports for FTE and non-FTE staff including personnel costs, FTE usage, aggregated workforce demographics, Status of personnel actions, fellowship costs and Status. NED tracking history movement within directory system from org to org. Provides Complete staff picture for each IC, develop custom reports, track all staff(contractors, FTEs Fellows), export to PDF, ability to create planning records to project future needs, dashboards and alerts.

Sources

1. Human Resources Database(HRDB) – is an NIH system containing employee master recordes, personnel actions, lookup tables, payroll information. Updated every two weeks.
2. FPS II(FPS II) – contains information for non-FTE fellows including personnel, Stipend, payroll, Award data, insurance
3. NIH Employee Directory(NED) - contains information for all staff including civilian, Commission Corps, fellows, contractors, volunteers, others. Information includes work location, contact info, organization, photographs, IC designation and various access clearances.
4. Defense Finance and Accounting Services(DFAS) – Department of Defense system housing civilian and Commission Corps personnel payroll information; DFAS includes payroll information for regular, supplemental and corrections. Sourced via the HHS Accounting for Pay System(AFPS). Update every two weeks.
5. Fogarty Visiting Fellows(Sunapsis) – contains info on foreign fellows, country origin, and visa expiration
6. ITAS(ITAS) – NIH time keeping system for civilian and Commission Corps Officers. The data source is limited to sick leave. Updated every two weeks
7. NBS – payroll obligations and disbusements by object class code and project/CAN.

nVision Financials – Consolidated and integrated financial reporting system which facilitates data-driven decision making. Offers valuable metrics and key performance indicators. Analysis and forecasting of costs budgeting, tracking obligations, accruals, disbursements for specific DOC, oversee funding movement and control, track spending for funding initiatives, track spending by object class code (travel, payroll)

Sources

1. NED -
2. NBS– NIH Administrative
3. Administrative Database(ADB) - Legacy NIH admin system
4. Central accounting System(CAS) – Legacy NIH accounting
5. IMPACII(eRA) and QVR – Grant
6. PSC(PSC) – A system for Grant payment and cash management
7. Department Contract Information System(DCIS) – Information on individual Procurement and contracting actions executed by the Operating Divisions(OPDIVs) and other offices of HHS.

nSight – The nVision nSIGHT HR Application is a workforce planning and analytics Application that will allow ICs to track, manage and plan their staffing needs for all staff types using a web based enterprise Application while maintaining enterprise standards. nSight provides a full picture of an IC’s workforce which enables the planning and management of personnel, including tracking different types of staff and forecasting future staffing needs. In addition, nSight provides

System link - https://ccrod.cancergov/confluence/display/OMIT/nSight

Connections to database is provided by TNS connection rows a user is allowed to see is limited by VPD by there institute.

Contains:

HR data - Pay Biweekly, Demographics daily, Commission COR pay and FELLOWS is monthly

Finance data - is daily accept for commitments and obligation which is once an hour.

Travel - nightly

Property - nightly

Grant - nightly

NED - daily

Tech transfer - ?

Acquisitions - nightly.

FPS - is months

NOTES :

Source data from POTS and AMBIS (acquisitions related). NBS only gets financial's from POTS. Approvals, and specifics(vendors quantity) are gotten directly from POTS.

AMBIS only used by MIAID NBS gets just enugh for a requisitions

https://nvision.NIH.gov/nvision_registration/registration_guide.html#IntroductiontonVision

Contains

HR Data

 nVision to K2 Process Script

nVision data can be received by K2 by means of a K2 Process Script.

The same NCI HR person who entered info that appears in nVision HR data is getting it sent back to them from the CCR AO.

AO, Budget Analyst

The Scientific Director reviews some proposals coming from the OBF Director's Reserve Tool.

OHAM Analyst enters AIDS Grant data into OHAM AIDS Tracker component

The ARC Director provides oversight of Admin Officer work. The ARC Director also appears in the IAA diagram.

Manual data interaction with K2

Manual entry of Travel Data in STEPS web form which connects to K2

The Budget Analyst review's MOU data from MOU Tool.

A Budget Analyst reviews Grant coded for AIDS using OHAM AIDS Tracker.

The Administrative Officer

• Enters IAA data in to the IAA component using 7600 form.
• Enters MOU data to MOU Tool using Form 7600

Pcard user manually enters Procurement details for Pcard purchases, fills out the SharePoint questionnaire checklist which returns specific guidance on the purchase entered.

management reports

The NFRP (NFRP) web SITE contains information about research Grant, Contract awards, and Intramural Research projects funded by the NCI. The NFRP provides access to various NCI Budget reports that contain information about research funding according to specific research categories.

NCI employs a sophisticated system of Research Coding in which trained professionals and/or scientific staff analyze Grant Application, contracts, and intramural projects to classify each project for its degree of relevance to SIC (SIC) and SITE (SITE) codes. This Coding structure is meant to describe in a consistent way the major scientific disciplines requested by NIH, DHHS, Congress, and the public. A critical characteristic of coded data is comparability from one FY to the next. This process allows the Institute to respond quickly to requests for information from NCI staff and the broader community. The Coding definitions used by the NCI intramural CAA are consistent with those used for extramural Grant and research and development (R&D) contracts to maintain accuracy across the Institute's portfolio. The NFRP displays this coded data for fiscal years dating back to 1998 and makes it available for public consumption.

ERP system supporting FNLCR/NCIF

The purpose of CRADA Agreement Builder is to facilitate creating the initial legal agreement and subsequent online editing and collaboration of the document by team members in the same organization. The CRADA Agreement Builder can create a new document from pre-approved language from a base template. The base template contains demographic and other questions that the user must answer as he/she builds the agreement. Multiple versions of the Agreement can be created and stored in the system.

The Information Collection Requests (ICR) system tracks and supports the NCI business processes involved in the processing of information collections requests needed for Paperwork Reduction Act (PRA) submissions that will be sent to the OM and Budget (OMB) for clearance. The system will primarily be built for users internal to NCI organizations (OMAA, OGCR, CBIIT) for tracking information collection requests.

OAR Application enables OAR (OAR) to engage cancer research advocates (cancer survivors, caregivers, research professionals and others) to support NCI cancer research activities. OAR Application helps to collaborate with individual research advocates, cancer advocacy groups and professional societies to accomplish its work.

The Emergency Tier Designation (ETD) is an electronic system to track and manage the NIH Emergency Tier Designation, a CAA that was developed to communicate to employees how they should respond in an emergency situation at NIH, based on their tier designation. It allows the tier-designated employees the ability to certify and acknowlege their tier designation.

Frederick National Laboratory Shared Services - Yellow Task (FNLCR YT) - https://ncifrederick.cancer.gov/Campus/YellowTask/login.aspx

Frederick National Laboratory Shared Serivces(ILCR CSAS) - https://ncifrederick.cancer.gov/rtp/csas2/login.asp?ut=u&dest=/rtp/csas2/mgrs/default.asp

This has been retired as of December 2018.  It's function was replaced by ITRC.  That's all we know at this point (as of 6/5/2019).

Frederick National Laboratory Shared Services (Replacement CSAS) - https://ncifrederick.cancer.gov/Services/Accessioning/

The NCI Mouse Repository is an NCI-funded resource for mouse cancer models and associated strains. The repository makes strains available to all members of the scientific community (academic, non-profit, and commercial). NCI Mouse Repository strains are cryoarchived and distributed as frozen embryos. There is no charge for the embryos, however, the Recipient is responsible for shipping charges. Users wanting to obtain embryos will out an online form. Researchers are encouraged to submit their cancer models to the NCI Mouse Repository for archiving and distribution. Additionally, the MicroRNAs (miRNA) Resource makes available 1501 genetically engineered mESC lines, harboring conditional microRNA transgenes.

For the desktop portion, colony information for the strains is pulled from the Animal Colony Management database local to NCI-Frederick. Importation and Rederivaion information is pulled for the strains from the Receiving and Quarantine database local to NCI-Frederick. Health diagnostic information reports from the Animal Health Diagnostic Database local to NCI-Frederick are created for each available strain and then displayed on the web SITE.

 NCI Find Fellows is proprietary software used by NCI PI as a recruitment resource.

Don't know who this CCR person is, but they manually enter Contract negotiation info into CRADA Budget Development Worksheet (SharePoint).

CCR SITE Visit Tool

The CCR Director reviews SITE visit information.

CCR Title 42 Batch Renewal

The CCR Director sends information from the CCR AO (who got information from nVision) in a brown envelop mail.

CCR CRTA Renewal

The CCR AO manually enters researcher names and expiration dates that are manually viewed in nVision.

The CCR AO is sending back to the NCI HR person the same information the NCI HR person entered in nVision HR data.

CCR SITE Visit Tool

The CCR AO uploads SITE visit documentation. The files are tagged to be found with information from a dictionary ITRC created for CCR.

his API provides a way to lookup CCR staff members and managers based on CAN number. Technically both the BMS and CCR CAN API use the same database but they are two separate Application

CCR administrative management systems portal (CMS), https://ccrintra.cancer.gov/cms/login/login.aspx?

User Authentication method for BMS: CCR administrative management systems, https://ccrintra.cancer.gov/cms/login/login.aspx?

NCI HCIP Administrative Web SITE -

The Introduction to Cancer Research Careers (ICRC) Application gives highly qualified undergraduate, post-baccalaureate, graduate, and recent graduate students who are financially disadvantaged and/or from underrepresented populations in science the opportunity to participate in vital cancer research at the NCI (NCI). Selected candidates will have the opportunity to interview with top NCI Principal Investigators and potentially experience a summer or post-baccalaureate internship in an NCI research laboratory or office. Administrative features enable CAA managers to facilitate internal processes by maintaining SITE control data, managing users, submissions, Selection Committee Rankings, Interview requests and assignments of matched internship candidates.

Also known as NCI Introduction to Cancer Research Careers CAA Administrative Web SITE.

The “Health Communications Internship CAA (HCIP)” Application gives highly qualified graduate students and recent graduate degree recipients the opportunity to participate in vital health and science communications projects in one of the many offices that make up the NCI. Administrative features enable CAA managers to facilitate internal processes by maintaining SITE control data, managing users, submissions, Host Office /Candidate Rankings and assignments of matched internship candidates.

Also known as NCI Health Communications Internship Program Administrative Web SITE.

THIS HAS BEEN RENAMED NCF.

This actor represents any AO in NCI.

For OWPD Registration:

NCI Staff wants training, and submits training Application and artifacts.

 Employee Database Internet Edition(Edie) - is a web based Application that allows NCI to accurately maintain individual employee, contractor, and volunteer information, as well as plan for, monitor, and RePORT on workforce staffing levels. With Edie, users can update employee information quickly and easily, while also having the ability to view the official records at any time. Edie blends official NIH employee and payroll information with Institute specific staffing knowledge to deliver the most accurate and complete FY FTE and Cost projections available. The suite of ready to run reports included with the system can be supplemented with additional custom reports as well as user defined reports generated via the new Ad Hoc RePORT builder.Edie was developed by Netcomm and is administered at NCI by the ITRC. https://ccrod.cancer.gov/confluence/display/OMIT/Edie

Link to data dictionary http://Edie.netcomm.net/help/help.asp?tID=169

Owner - NCI

Contains

HR data

QlikView Format File and Data repository. This is not a relational database, but just a place .qvw and *.qvd files from the QlikView Extractor are stored.

QVD files are generated by the QlikView Extractor.

QlikView QVD files generated by QlikView extractorBudget focused

Column files names for data coming in from K2 

QlikView QVD files generated by QlikView extractor HR focused 

QVW files are files our developer has created. Performs transformations from the QVD files. The QlikView RePORT pulls from these QVWs to present the data to the user in the RePORT. 

OWPD Registration:

OWPD Admin makes reports from "PM QlikView Master RePORT" QVD file

Status of Funds Internet Edition - known as Sofie, is a web-based tool for providing advanced financial reporting and analysis functionality to government clients. It is the favored tool among administrative staff for financial reporting and tracking. Sofie gives organizations distributed budgeting and planning tools, custom Budget category views, drill-downs for detailed spending analysis, and a powerful Excel interface. Sofie's Excel interface allows for the development of spreadsheets using custom functions that extract real-time expenditure, Budget, and planning data from the Sofie databases.

Excel interfaces -https://ccrod.cancer.gov/confluence/display/OMIT/Shared+Sofie+Excel+Spreadsheets

Owner - NCI

Contains

HR Data

The QlikView Extractor is an automated daily process that reads data from nVision, Beacon, Sofie, Edie, SharePoint shared Directory), and builds tables in QlikView to store the data. The data can range from HR data, Budget, projections, commitments, obligations, SAC codes, ARC spendown, and SO forth. The Extractor has three parts in a shared drive:

1) ODBC/Excel extractor

2) Data Models

3) App Layer

Pre-Procurement Checklist generates guidance on rules to follow in Pcard purchases after user fills out the checklist. NCI Pcard User manually enters Procurement details for Pcard purchases, fills out the SharePoint questionnaire checklist which returns specific guidance on the purchase entered.

This system is a worksheet template n SharePoint. When new CRADA comes in, a CCR person makes a copy of the template PDF) and enters the information. This system is simply a SharePoint repository of CRADA information.

POTS (POTS) - is an electronic purchase request submission, approval, and tracking system based on NIH internal paper requistion of 1861 form.https://ccrod.cancer.gov/confluence/display/OMIT/POTS

1.     Search Order – can search by POTS ID, CAN, Requester Last Name, PA Name, CCH Name, Vendor Name, FY, Requestition Number, Order No, Catalog # NBS Types, NBS Status Creditcard Number, Custodial Code, Order Status, sole Source Order, emergency Order, Order Type, Division and inactive Divisions.

2.     Requester – Tab to submit new orders, Search my Orders, Messages and Reports. Reports is a FY summary RePORT.

3.     Vendors – Search list of vendors, my vendors and add a vendor

4.     NIANDS(Got wrong) [SR([1] hosts, Bob’s group supports.

FastTrack lets you electronically route and track any package online using electronic route slips and attachments.  It is fast, enables tracking of packages, sends email alerts when you have an action, stores all packages, and provides a source of metrics regarding what we do and how long it takes. 

Digital signatures can be used.  We will build a library of templates to bundle the instructions, forms and delegations, and other supporting information to promote complete packages that use the correct forms.

Key features:

·      Provide everything you need for a package in an easy-to-use and manageable place

·      Eliminate packages that have to go back because someone used the wrong form

·      Centrally capture updates to policy and guidance online, immediately for use, SO that the very next package is done right

·      Build digital signature templates to support delegations of authority

·      Begin to measure our output

Platform for building document workflows.   Lives in Microsoft CIT tenant cloud.  ITRC's K2 will eventually be replaced by Fast Track Pro.

Fast Track Pro is ITRC branding the Dynamics platform instance

>3K Checklist is a K2 online checklist system.  The user goes into the form, enter info, and the system rules engine creates a list of things the user has to do.

This system provides NCI's OHAM office with an online mechanism to capture Non-Grant (Contract/intramural/RMS) information related to AIDS.

Single Travel Event Planning System (STEPS) This is an NCiConnect system maintained by ITRC.

This is a SQL server connected to the K2 system component located in NCiConnect. We used to call it generically "K2 Server". But we have since learned (as of 2/27/2019) it is called NCIDB-P180-v.

Data elements include:

Name of One person

Name of Multiple people

City

Country

Date of Travel

Cost

Conference Title

Purpose

Division Traveler Belongs To

Destination

Exemption Information

K2 authenticates with Active Directory, but authorizes by Active Directory talking to SharePoint.

The Intramural system is intended to improve the efficiency of NCI Division by providing a platform to consistently manage the execution of business processes throughout an NCI Intramural CAA. The Intramural system centrally collects and correlates fiscal and narrative project and study data in a manner that supports accurate and timely reporting and efficient strategic planning. The system allows CAA staff to reconcile Publications data and process NIH reporting tasks which inherently ASSIST with compilation of critical reports without direct interaction with the scientific faculty.

The system provides ability to all NCI users to track (verify and add) the government furnished equipment in their possession and helps Admin to align the property data with NBS (NBS), that is NIH property management system. User base: NCI Employees/Fellow/Contractors/Tenants/Volunteer/Guest with active NED Account

Obtains data from nVision Property and NED

Pulls user profile data from VDS which pulls/consolidates user profile data from NED and AD (non-sensitive data).

The CR Waiver Application provides NCI staff an approval form to request a waiver for equipment that is not on the NCI approved computer and system list.

PX is web browser based state of the ART Portfolio and Project management software as a service (SaaS) solution that helps CBIIT:

• Govern its portfolio while complying with Federal mandates by implementing specific processes as it relates to performance (EPLC) and capital planning (FITARA, CPIC) across entire NCI
• RePORT and communicate multi-level dashboards to manage goals and performance of the portfolio as well as HHS data calls
• Evaluate progress of its work, manage dependencies, financials, risks, schedules, cost and changes effectively
• Maintain alignment between portfolio of work and strategic objectives
• Facilitate prioritization of portfolio based on various factors using “what if” analysis that identifies impacts across the portfolio by resources, time and money

EPC is a web browser based Financial management system used by CBIIT. Specifically it performs contracts and obligations management as well as invoices distribution . It also facilitates tracking of money via Transfer funds to appropriate portfolio items within CBIIT.

I2E System -

 also known as Costpoint-

 e-GOS provides a mechanism to meet the GWAC fair opportunity requirements of FAR Part 16. The system is used to compete and Award orders under the CIO-SP3, CIO-SP3 Small Business and CIO-CS contracts.

Place holder for systems that no division was specified for.

SQL Server

NCI CTEP -

NCI Electronic Grant File -